Administrative Coordinator

Providence College
Rhode Island, United States
Salary Not Specified
Posted Date
May 19, 2022

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Position Type
Administrative, Academic Affairs, Academic Administration, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support, Student Affairs, Other Student Affairs, Student Activities & Services
Employment Level
Employment Type
Full Time
Founded in 1917, Providence College (PC) is a premier Catholic liberal arts institution steadfastly committed to academic excellence through a dynamic core curriculum, a distinctive Development of Western Civilization Program, and abundant experiential learning opportunities. The only U.S. higher education institution administered by the Dominican Friars, PC is committed to providing a variety of opportunities for intellectual, social, moral, and spiritual growth in a supportive environment. Providence College believes that cultural and intellectual pluralism is essential to the excellence of its academic programs, and strives to foster an academic culture and campus community reflecting the global environment in which we live and work.

The approximately 105-acre campus is situated in Rhode Island’s capital city and is close to the many cultural and educational offerings of Rhode Island’s “renaissance city.” Additionally, Providence is located an hour from Boston and just a few hours from New York City.

For years, Providence College has been recognized in the U.S. News & World Report “Regional Universities – North Category” and has been commended by several other ranking publications.

Posting Details

Position Information

Position Title Administrative Coordinator Overview
Provide secretarial and administrative office support to the Director of Student Activities & Cultural Programming and Director of Recreational Sports. Essential Duties:
Serve as a resource to members of student clubs and organizations. Assist students with completing paperwork pertinent to student events/activities. Assist students with ordering items for club/organization events. Maintain a comprehensive database of student events. Create and provide support for Senior Ring Weekend and Senior Week databases. (21%)

Provide support to the Department of Recreational Sports including but not limited to processing purchase requisitions and vouchers, composing campus-wide email announcements, inputting reservations for Club and Intramural Sports, and coordinating club and event travel logistics.
Perform intermediate and advanced computer functions including managing databases, creating, analyzing, integrating, and importing linked spreadsheets, creating mail, envelope and table merges, creating and editing captions, adding graphics, editing images, footnotes, endnotes, indices, tables of content, creating master documents and reports using information from several sources.

Prepare and maintain records, files, and databases some of which may be confidential. Monitor budgets and other financial activities that may require proficiency with math and bookkeeping. Maintain files of electronic copies of vouchers and excel spreadsheet for OSA -CP, Senior Class, Junior Class, and BOP . Submit requests for vendor payments. Coordinate refreshment ordering for events.

Compose and produce correspondence and reports. Provide support to Slavin Information Desk/Ticket Office as needed including requesting events be posted on register and assisting with Vendini Ticketing. Assist with reconciling PC Cash and occasional cash payments. (7%)

Hire, train, schedule, and manage student workers. Maintain records on college work-study students for Information Desk and OSA -CP.

Answer phones, greet and direct visitors to appropriate areas or persons.

Sort, open, distribute and route individual or departmental incoming mail, and prepare outgoing mail. Design and produce reports, and research data and information on the Internet. May identify and make recommendations for additional or modified departmental systems. With approval, may design and implement new or modified systems. Marginal Duties:
  • May be responsible for the accuracy, maintenance and reconciliation of financial accounts, processing of payments, transmittal reports, billing and data entry.
  • May, with supervision, organize and coordinate special projects including presentations, educational programs and special events.
  • Coordinate internal and external attendee calendars; reserve/schedule meeting rooms and make arrangements for equipment, seating, and refreshments, when necessary. Act as Rally Point
  • Coordinator during drills and emergencies. Maintains up-to-date staff listings and schedules.
  • May serve as internal resource on departmental administrative questions.
  • Submit work orders to support services and follow-up as needed.
  • Perform all other duties as may be required.
Education and Experience Required
  • High school education or equivalent.
  • 3-5 years of related experience or an equivalent combination of technical school education and experience.
  • Advanced working knowledge of word processing and database systems required.
  • Excellent organizational and communications skills also required.
  • Ability to work independently and under deadline pressure and to prioritize assignments while juggling multiple tasks.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Sitting in a normal seated position for extended periods of time
  • Reaching by extending hand(s) or arm(s) in any direction
  • Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
  • Communication skills using the spoken word
  • Ability to see within normal parameters
  • Ability to hear within normal range
  • Ability to move about
Employee Status Full Time Union Status Non-Union Shift: If other, please enter regular schedule. EEO Statement
Providence College does not discriminate against any person because of race, color, national and ethnicorigin, sex, gender, except where gender is a bona fide occupational qualification, sexual orientation,gender identity, religion, disability, age, veteran status, or genetic information. The College will develop,and from time to time update, an affirmative action program and will insist on a good-faith effort on thepart of its employees to comply with the program. The College will request and expect its agents andthose with whom it conducts its affairs to meet the commitment of this important program.

Posting Detail Information

Requisition Number AS622P Closing Date Open Until Filled Yes Special Instructions to Applicants Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * We require all employees to be vaccinated. Are you vaccinated or have a *valid medical or religious exemption from receiving a COVID-19 vaccine? Applicants requesting an exemption, must complete a Providence College request form. Exemptions are not guaranteed approval. Completion of exemption/vaccination process must be finalized prior to start date.
    • Yes
    • No
    • Will request exemption
Documents Needed To Apply
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents

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